Easy Gmail Encryption with Virtru for Business

Try it FREE for your domain here —–> Virtru for Business

While email security and encryption has always been vital, it has been expensive, difficult to use and poorly integrated for years now. Luckily, a brand-new product makes email security and encryption easy to use and it’s perfectly integrated into Google Apps.

Virtru for Business is our favorite email encryption plug-in because it brings features like message revoke, expiration dates and forwarding control directly inside your existing Gmail interface. Google Apps Admins will also love that Virtru provides a central dashboard to monitor and control the flow of sensitive information inside (and outside) their domain.

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New landing pages for Docs, Sheets and Slides arrive

Google Docs landing page

Announced at Google I/O almost a month ago, Google Docs, Sheets and Slides are finally receiving their own landing pages. These brand-new landing pages, which coincide nicely with their respective apps for Android and iOS, provide an easy way to access specific files in your Google Drive.

Visiting the Google Slides landing page, for example, will bring up all of your most recently opened presentations in a much more visually appealing view than the old version of Google Drive. You can also sort your files alphabetically, toggle between grid and list view, open the file picker and switch to another Google Drive app.

Google Slides landing page

 

These landing pages are only available to Google Apps domains on the Rapid Release schedule, and will make their way to the rest of the Google Apps domains in a few weeks. Click the links below to see if you have access!

Google Sheets landing page

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Updates to image editing in Google Drive

For quite a while, image editing in Google Drive was a very light tool with few options. A few months ago Google introduced changes to address this, mainly cropping, borders and changing the shape of images in Slides, Docs and Drawings. The only problem with these updates was that there wasn’t an easy way to revert back to the original image, which is important if you’re making a lot of changes.

Last week, Google introduced some more updates to image editing, hoping to fix some of this problem while also introducing a cool new feature.

Image editing update to Docs, Slides and Drawings

1. Reset images in Docs, Slides and Drawings

If you’ve made a lot of changes to and image in Docs, Slides or Drawings you may want to revert back to the original at some point. Now you can easily do this by simply right clicking on an image and selecting Reset image.

2. Replace images in Docs, Slides and Drawings

This is an update that I’m really exciting about and, depending on how you use Google Drive, you should be too. An issue that I run into a lot (when working with Slides specifically) is resizing images across an entire presentation so they have the same size and formatting.

With this update you can save a ton of time by selecting Replace image, rather than importing an image and resizing it to match the others. Obviously there are plenty of other use cases for this update, but if you’re resizing one image per slide in a 50 slide deck, you can just imagine how much time you’ll save.

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How to restore deleted Google Drive files

Google Apps Admin Console

During Google I/O 2014 and the sessions that followed throughout the week, Google announced a ton of changes to Google Drive. They managed to sneak in a few updates without much notice, and we’re going to cover one of those today. Google Apps Admins will be happy to know that they can now restore files that have been deleted from a user’s account.

For the most part, users really shouldn’t be deleting any files (unless they are approaching storage limits). The issue that some people run into is accidentally emptying the Trash. If this is the case, the Google Apps Admin can recover files from a specific range of dates.

Here’s how:

  1. Access the Google Apps Admin Console
  2. Click on the Users icon and select the user, or search for them in the search box
  3. Click on this icon  Admin Undelete icon
  4. Specify a date range that you want to restore files
  5. Click on Restore Data

Once you’re done, have your user check their Google Drive folder (or check it yourself) and make sure the files have been restored.

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ImportHTML and Filter Views in Google Sheets

We’ve covered the importHTML function before, and it really is one of our favorite functions in Google Sheets. There is so much you can do with the function, but once you pair it with the new Filter Views you can accomplish even more.

The importHTML function allows you pull in live data from websites into a Sheet so you always have an updated set of data. If the function is pulling in more data than you need, you can always use Filter Views to streamline the process.

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Editing Microsoft Office files in Google Drive

With Google’s recent updates to Drive, the integration between Microsoft Office and Drive is now much more seamless. The new feature working behind the scenes is called Office Compatibility Mode (OCM) and actually gives you the ability to edit Office files right inside the Chrome browser.

To edit Office files within a Chrome browser, you must first download the Office Editing for Docs, Sheets & Slides Chrome extension from the Chrome Web Store. With this extension, you have the ability to edit Office documents from your Mac or PC, Gmail, and third party websites. Chrome OS and Chromebooks are automatically compatible (if on stable channel and updated to latest release).

Some of the OCM features are available today, and some will become available once the new Google Drive interface rolls out.

Today, you can use the features of OCM in the following ways:

  1. In a Chrome browser by clicking the File tab, and selecting Open File. Then select the file that needs to be edited and it will open in Drive. An alternative method is to drag and drop the desired file from your desktop into your Chrome browser window.
  2. In Gmail by clicking on the email attachment to preview the file. At the top of the preview, select Open. The file will open in a compatible Drive program.
  3. On a third party website, you can click on an Office file and it will open in a new tab for editing in Drive.

To confirm that the file is in Office Compatibility Mode, click on the File menu in Drive. If you are in OCM, “Office Compatibility Mode” will be highlighted in blue. Google will confirm your edits are being saved to the Word file on your desktop by stating “All changes saved locally” below the title of the file in Drive.

Editing Microsoft Office files in Google Drive

With the new Google Drive interface, the following features will become available:

  • Use OCM by simply double-clicking on any Office file on Drive.
  • OCM will be also be integrated into the Docs, Sheets, and Slides home screens that Google will be rolling out in the next few weeks.
  • Important Notes about the new OCM feature:

  • The Office Editing for Docs, Sheets & Slides Chrome extension must be enabled
  • Only supports the following formats: .doc, .docx, .xls, .xlsx, .ppt, and .pptx files.
  • You can only use the 2007 version of Office or later (earlier file formats will prompt a conversion message).
  • Corrupted or password protected files will not open.
  • Large files are unable to be opened (Word documents and Presentation can’t exceed 50 MB, while Excel files can’t exceed 100MB).

  • With the introduction of Office Compatibility Mode, Google has further improved the relationship between Microsoft Office and Google Drive. Users can share files without having to worry about the file format, making collaboration across different platforms even more effortless.

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    7 Google Apps Updates that you might have missed during June

    The summer has been very active in terms of Google Apps updates, with many changes centered around Google I/O. There has actually been more than a dozen updates in June alone! It can be tough to keep up with all the updates throughout the month, so here are 7 of our favorites that you might’ve missed.

    1. Deleting files became much easier in Google Drive

    Deleting files in Google Drive

    Previously, the only way to move a file to the Trash was inside of Google Drive, rather than inside the actual file. Now you can easily move a file to the trash directly inside the file itself, which is probably something you should have been able to do all along. As you can see from the screenshot above, the new ‘Move to trash’ option is available inside the ‘File’ drop-down inside your Google Docs, Sheets and Slides.

    2. Improved reporting comes to the Google Apps Admin Console

    Google Apps Admin Console Reporting

    With so many features available in Google Apps, it’s important for Admins to get some insight into what their users are taking advantage of. The new version of Reports in the Admin Console provides a really good look at a glance of what users are doing, particularly through Apps Usage Activity and 2-factor verification enrollment.

    3. Google Apps Unlimited helps bring Drive to Work

    Google Apps Unlimited

    Amongst many other major announcements, Google announced at I/O 2014 the arrival of Google Apps Unlimited, a brand-new option for Google Apps for Business customers. This premium version of Google Apps offers plenty of new features for Google Apps at $10 per user per month, making it an extremely attractive option for enterprise customers. The features included in Google Apps Unlimited are unlimited storage, Google Vault, and advanced Drive controls, auditing, and reporting features, in addition to everything else included in Google Apps for Business.

    4. Redesigned interface coming to Google Drive


    From the video above, you can see that the Google Drive interface is completely different than before. Google touts this redesign as even “easier to take some of the most common actions simply click once on a file to see recent activity, share with friends, or enable offline access.” The new Google Drive for web interface will be made available over the coming weeks, but you can access all the new mobile features in the Google Play Store or the App Store.

    5. Redline editing comes to Google Docs with Suggested Edits


    The lack of redline editing in Docs has been a major issue for many users, especially those attempting the switch from Microsoft. Also known as tracked changes, redline editing is one of the best ways to collaborate while also making sure that all changes are accounted for. With Suggested Edits, users have access to a very similar feature, making it even easier to get off of Word.

    6. Improved integration with Microsoft Office for Google Drive

    Microsoft Office and Google Drive

    Previously when working with Microsoft Office files in Google Drive, you needed to worry about converting the file back and forth between the correct formats before you sent it to someone. With this update to Drive, Google does the work for you. So if someone sends you over a Word file, you can edit it in Google Drive and send it back to them as a Word attachment, all without having to worry about conversions.

    7. Premium Google+ features make their way to Google Apps

    Google+ in the Admin Console

    There’s always been some concern over the way Google+ is integrated into an organization. With new premium features, Admins have a lot more control, like restricting posts to their domain by default. There is also improved integration with Google Hangouts and Calendars.

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    Suggested Edits in Google Docs

    At the keynote presentation for Google I/O 2014, Google announced a new feature called Suggested Edits for Google Docs. There was several other updates that came to Google Drive, but this one may have been the most exciting for Docs users.

    The lack of redline editing in Docs has been a major issue for many users, especially those attempting the switch from Microsoft. Also known as tracked changes, redline editing is one of the best ways to collaborate while also making sure that all changes are accounted for. With Suggested Edits, users have access to a very similar feature, making it even easier to get off of Word.

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    Preview of Classroom for Google Apps for Education

    During our time at Google I/O 2014, we were lucky enough to catch a preview of Classroom, the exciting new tool for Google Apps for Education. One of our top contributors, Kevin Brookhouser, was also kind enough to send us a video preview of Classroom, along with his thoughts and recommendations.

    Google is targeting a September release for Classroom, so there is still plenty of time to get acquainted with it. There are several really interesting features that you’ll notice in this video, but Kevin does mention that teachers shouldn’t abandon all of their other GAFE tools just yet.

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    5 announcements from Google I/O that Google Apps customers need to know

    The keynote presentation of Google I/O 2014 has come and gone, with Google spending a large amount of time touting the options for developers across Google’s various platforms. While Android Auto and wearables are exciting to see, they don’t really concern Google Apps customers. Fortunately, Google snuck in some really exciting announcements for Google Apps, specifically Google Drive.

    Want to share your thoughts on Google I/O and what Google Apps is missing? Fill out this form and we’ll pass along your thoughts to our contacts!

    1. Google brings ‘Drive to Work’ with brand-new unlimited option

    Google Apps Sundar Pichai

    This premium version of Google Apps, interchangeably called ‘Google Apps Unlimited‘ and ‘Drive for Work’,  offers plenty of new features for Google Apps at $10 per user per month, making it an extremely attractive option for enterprise customers. The features included in Google Apps Unlimited are unlimited storage, Google Vault, and advanced Drive controls, auditing, and reporting features, in addition to everything else included in Google Apps for Business.

    2. Google Drive redesigned to be faster and easier to use


    In order to push the ‘Drive for Work’ motto, Google has made some of the biggest design changes to Google Drive since its creation. From the video above, you can see that the Google Drive interface is completely different than before. Google touts this redesign as even “easier to take some of the most common actions simply click once on a file to see recent activity, share with friends, or enable offline access.” The new Google Drive for web interface will be made available over the coming weeks.

    3. Redline editing comes to Google Docs as Suggested Edits

    Suggested Edits in Google Docs

    Depending on who you are, the announcement that Google Docs now supports redline editing may have been the most exciting news from yesterday. Redline editing, called Suggested Edits in Google Docs, has been a barrier to entry for many companies considering Google Apps, and now it’s available for everyone!

    4. Deeper integration makes working with Microsoft Office files even easier

    Google Drive and Microsoft Office

    Speaking of barriers to entry, many customers have been reluctant to adopt Google Drive because it has been difficult for them to give up Microsoft Office. Yesterday’s announcement means that Google Apps users no longer need to be concerned with converting an Office file to Docs, and then back to the Microsoft format. Now, Google will do all the work for you!

    5. Google Apps Vault finally supports Google Drive

    It has been a long time coming, but Google Apps Vault finally supports Google Drive as an additional data source. Best of all, it comes at no additional cost for existing Vault customers and new customers. Learn more about this announcement here.

    Want to share your thoughts on Google I/O and what Google Apps is missing? Fill out this form and we’ll pass along your thoughts to our contacts!

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